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Home My WebLink About09-16-19-WSAGENDA ITEMS Hazelnut Park Master Plan Review Bolton & Menk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Karth Lake Pump Replacement Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF Lake Johanna Blvd –Speed Display Sign Todd Blomstom, Interim Public Works Director/City Engineer MEMO.PDF MSA Discussion Todd Blomstorm, Interim Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Public Works Director Discussion Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF Public Works Admin Office Support Discussion Dave Perrault, City Administrator MEMO.PDF Council Tracker Dave Perrault, City Administrator MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Steve Scott City Council Work Sesion Agenda September 16, 2019 5:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 1.A. Documents: 1.B. Documents: 1.C. Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 1.G. Documents: 2. AGENDA ITEMSHazelnut Park Master Plan ReviewBolton & Menk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFKarth Lake Pump Replacement Dave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFLake Johanna Blvd –Speed Display SignTodd Blomstom, Interim Public Works Director/City Engineer MEMO.PDFMSA Discussion Todd Blomstorm, Interim Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Public Works Director Discussion Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF Public Works Admin Office Support Discussion Dave Perrault, City Administrator MEMO.PDF Council Tracker Dave Perrault, City Administrator MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott City Council Work Sesion Agenda September 16, 2019 5:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.Documents: 1.E. Documents: 1.F. Documents: 1.G. Documents: 2. Page 1 of 2 AGENDA ITEM – 1A MEMORANDUM DATE: September 16, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Hazelnut Park Master Plan Budgeted Amount: Actual Amount: Funding Source: $ TBD $ TBD PIR For Council Consideration Staff is seeking City Council direction regarding potential improvements to Hazelnut Park as identified in the Master Plan developed by Bolton and Menk. Background In November 2018, the City hired Bolton & Menk to conduct master planning services for portions of Hazelnut Park to evaluate future improvements within the park, including the replacement of the warming house destroyed in a fire and reconstruction of the parking lot. The result of this study were summarized in a memorandum dated June 17, 2019, as provided in Attachment A. The Master Plan organizes recommended improvements into three phases. Phase 1 includes reconstruction of the parking lot, paving the maintenance access road leading to the ice rink, and installation of interpretive signs. Phase 2 involves the replacement of the warming house. Phase 3 includes a looped trail system and improvements to the existing picnic shelter. Representatives from Bolton and Menk will attend the upcoming City Council work session on September 16 to review the report and present their recommendations for future improvements to Hazelnut Park. Bolton and Menk prepared a revised cost summary table as provided in Attachment B to assist the City Council with consideration of various alternatives. Page 2 of 2 The parking lot adjacent to Hazelnut Park is located within the parcel owned by Gathering Place Lutheran Church (“Church”). The City and Church entered into a maintenance agreement and joint use agreement in May 2011 for the parking lot. The terms of the maintenance agreement requires the City to perform pothole repairs, sweeping, and pay the Church $1,500 per year for snowplowing, while the Church is required to perform sealcoating and snowplowing for the parking lot. Both the Church and City staff agree that the parking lot has deteriorated to a point that pothole repair, sealcoating, and sweeping are no longer cost effective. The joint use agreement allows the City to use the parking lot from 8 a.m. to 10 p.m. throughout the year in conjunction with Hazelnut Park. A copy of the maintenance agreement and joint use agreement are included in Attachment C. Following completion of the Master Plan, City staff and Church representatives have discussed the anticipated cost and available funding for parking lot reconstruction, as well as the willingness to sell or convey a portion of the Church property containing the northern portion of the parking lot to the City. City staff can provide an update to the City Council regarding this issue during the work session. Based on the above information, staff is seeking direction on the following issues associated with future improvements within Hazelnut Park. 1. Should any concepts identified within the Master Plan be expanded or eliminated? 2. What park improvements are the highest priority for the City Council? 3. What funding concepts between the City and Church would be acceptable to the City Council and how should the maintenance and joint use agreements be modified? Budget Impact The estimated costs for potential park improvements are described in Attachments A and B. A general summary is provided below. City Council direction regarding park improvement priorities will assist City staff in preparing future updates to the Capital Improvement Program. These are preliminary cost estimates only and portions of work could potentially be completed by resources such as ICWC. Parking Lot Improvements $821,700 Bituminous Trail Improvements $180,873 Maintenance Access Route Upgrades $ 31,680 Warming House – CMU Block Structure Option $221,760 Warming House – Wood Structure Option $166,320 Additional Park Amenities $339,240 Attachment Attachment A – Hazelnut Park Master Plan Attachment B – Updated Cost Summary Attachment C – Maintenance Agreement and Joint Use Agreement HAZELNUT PARK MASTER PLAN SUMMARY - PRELIMINARY ENGINEER'S ESTIMATE CITY OF ARDEN HILLS, MN PREPARED BY BOLTON & MENK Engineer's Estimate A PARKING LOT IMPROVEMENTS $821,700.00 B BITUMINOUS TRAIL IMPROVEMENTS (TO HOCKEY RINK)$180,873.00 C MAINTENANCE ACCESS ROUTE UPGRADES $31,680.00 D-1 WARMING HOUSE - CMU BLOCK STRUCTURE OPTION $221,760.00 D-2 WARMING HOUSE - WOOD STRUCTURE STRUCTURE OPTION $166,320.00 E ADDITIONAL PARK AMENITIES $339,240.00 Schedule JULY 26, 2019 HAZELNUT PARK MASTER PLAN PRELIMINARY ENGINEER'S ESTIMATE CITY OF ARDEN HILLS, MN PREPARED BY BOLTON & MENK ITEM NO.ITEM UNIT QUANTITY UNIT COST TOTAL SCHEDULE A: PARKING LOT IMPROVEMENTS 1 Mobilization LS 1 $30,000.00 $30,000.00 2 Removal of Bituminous Parking Lot SY 6,500 $11.00 $71,500.00 3 Bituminous Parking Lot (115 stalls)SY 6,100 $45.00 $274,500.00 4 Concrete Curb & Gutter LF 2,200 $40.00 $88,000.00 5 Bituminous Trail (around parking lot only)SF 6,600 $7.50 $49,500.00 6 Raingarden (soil & plant material)LS 1 $8,000.00 $8,000.00 7 Landscaping LS 1 $10,000.00 $10,000.00 8 Turf Restoration SY 850 $3.00 $2,550.00 9 Parking Lot Striping LF 2,300 $1.50 $3,450.00 10 Parking Lot Lighting EA 10 $8,500.00 $85,000.00 Subtotal $622,500.00 Contingency (10%)$62,250.00 Administration, Engineering, and Project Overhead (20%)$136,950.00 Schedule A: Parking Lot Improvements Preliminary Estimate $821,700.00 SCHEDULE B: BITUMINOUS TRAIL IMPROVEMENTS (TO HOCKEY RINK) 1 Mobilization LS 1 $6,525.00 $6,525.00 2 Bituminous Trail SF 6,600 $7.50 $49,500.00 3 Retaining Wall along ADA Trail to Hockey Rink (modular block)SF 1,400 $45.00 $63,000.00 4 Clear & Grubbing LS 1 $5,000.00 $5,000.00 5 Turf Restoration SY 3,500 $3.00 $10,500.00 6 Interpretive Signage LS 1 $2,500.00 $2,500.00 Subtotal $137,025.00 Contingency (10%)$13,702.50 Administration, Engineering, and Project Overhead (20%)$30,145.50 Schedule B: Bituminous Trail Improvements (to hockey rink) Preliminary Estimate $180,873.00 JULY 26, 2019 ITEM NO.ITEM UNIT QUANTITY UNIT COST TOTAL SCHEDULE C: MAINTENANCE ACCESS ROUTE UPGRADES 1 Mobilization LS 1 $2,000.00 $2,000.00 2 Pave Maintenance Access Route to Hockey Rink SF 2,000 $10.00 $20,000.00 3 Turf Restoration LS 1 $2,000.00 $2,000.00 Subtotal $24,000.00 Contingency (10%)$2,400.00 Administration, Engineering, and Project Overhead (20%)$5,280.00 Schedule C: Maintenance Access Route Upgrades Preliminary Estimate $31,680.00 SCHEDULE D-1: WARMING HOUSE - CMU BLOCK STRUCTURE OPTION 1 Mobilization LS 1 $8,000.00 $8,000.00 2 Warming House Building- option 'A' (21'x25' cmu block structure with metal roof)LS 1 $160,000.00 $160,000.00 Subtotal $168,000.00 Contingency (10%)$16,800.00 Administration, Engineering, and Project Overhead (20%)$36,960.00 Schedule D-1: Warming House - CMU Block Structure Option Preliminary Estimate $221,760.00 SCHEDULE D-2: WARMING HOUSE - WOOD STRUCTURE STRUCTURE OPTION 1 Mobilization LS 1 $6,000.00 $6,000.00 2 Warming House Building- option 'B' (21'x25' wood structure with metal roof)LS 1 $120,000.00 $120,000.00 Subtotal $126,000.00 Contingency (10%)$12,600.00 Administration, Engineering, and Project Overhead (20%)$27,720.00 Schedule D-2: Warming House - Wood Structure Option Preliminary Estimate $166,320.00 SCHEDULE E: ADDITIONAL PARK AMENITIES 1 Mobilization LS 1 $15,000.00 $15,000.00 2 Clear & Grubbing LS 1 $5,000.00 $5,000.00 3 Picnic Shelter Improvements (new paint & repairs)LS 1 $12,000.00 $12,000.00 4 Park Lighting EA 13 $8,500.00 $110,500.00 5 Bituminous Trail SF 12,600 $7.50 $94,500.00 Turf Restoration SY 2,500 $3.50 $8,750.00 6 Retaining Wall (modular block)SF 250 $45.00 $11,250.00 Subtotal $257,000.00 Contingency (10%)$25,700.00 Administration, Engineering, and Project Overhead (20%)$56,540.00 Schedule E: Additional Park Amenities Preliminary Estimate $339,240.00 Page 1 of 2 AGENDA ITEM – 1B MEMORANDUM DATE: September 16, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Karth Lake Expenditures Budgeted Amount: Actual Amount: Funding Source: N/A $12,000 Stormwater Fund For Council Consideration The City Council may consider how to fund Karth Lake projects moving forward. Background In 2003, the City Council approved the formation of the Karth Lake Improvement District. The first duty of the district is to act as an advisory board to the City Council on the construction and maintenance of a lake elevation control structure, other duties are also defined in the district’s bylaws (see Attachment A). The first project the district undertook was the installation of a pump to aid in controlling lake levels. This project cost approximately $99,000, and was split fifty percent by the City’s stormwater fund and fifty percent by the district via a levy specific to the Karth Lake Improvement District. Although the initial funding mechanism was established for this project, it is not clear how future projects are to be funded and what, if any, City or improvement district participation is expected. The City Attorney was asked to weigh in and he noted that the previous funding mechanism does not dictate future projects, but any projects on the lake are primarily a benefit to the properties abutting the lake. Public Works has identified upcoming capital projects for Karth Lake, which will likely fall under the purview of the improvement district, as an advisory body to the Council, to include the replacement of a pump (approximately $12,000), reconstruction of the retaining wall (budgeted $100,000), and the replacement of control panels (estimated $30,000). The most immediate need is the replacement of the pump. The current pump is no longer operational and depending on future weather events, a pump will be needed to stabilize lake levels. It is recommended the City Page 2 of 2 move forward with replacing the pump in the near term out of the Stormwater Fund and begin discussions with the district on financing future improvements. Council should provide direction on how it would like to proceed with funding future projects related to Karth Lake. Budget Impact The purchase of a pump for the Karth Lake Improvement District can be absorbed by the Stormwater Management Fund. However, future capital projects, such as, the retaining wall and control panels that have a greater cost burden, should be discussed with the district in order to appropriately plan for capital outlays. Attachment Attachment A: Karth Lake Improvement Bylaws 1,0 . . s}o· KA'iffTH LAKE IMPROVEMENT DISTRICT BYLAWS Estabiis�m:ertt ofBoarcl ofDirecttirs; The Karth Lake lmprovemehtDistrid was established pursuant to Order of the City Council dated the 29th day of September, 2003 . . Contp'e>;sitiOn, (>f Board .of Directors. The Karth Lake lmprdvement. DistrictEfoatd df . Directors shall consist of five, members initially appointed by th·e Araen HiHs City Col.mdl . at1tl thertiafter elected by qualifietJ voters and owners of propettywithin the Karth Lake ···lni13fove'rrtent,D'i!:i-trict-Boa·rtJMemoers shalFreside withih-the-Gifyc of-ArdenHills, A-·······majority bf the' board meml5ets shall own property wifhih the Karth Lake ImprovementDistrict Tetrt:fs O{Offi:ce, Board members shalrbe elected for a term of th'reeyears. The firstappointed Boafd ofDiredors shall be composed of two members whose terms expire ohu,e-31 stdayo(Decembe�,2004; two memberswhoseterms expire on the 31 st dayof be-cember,:20'05 ;_a-nd•one.member Wh6se term expires On the 31 st day of December, 20b6. Board ·members shallbe ·elected at the annual meeting by-a majority of the votes ca·st\!otirJg shall be by secret ballot ·Absente·e·ballotsshall be received aftheoffices of · · '.the Arde'r'1 Hills City Admihistrator; .1245 west Highway 96, Arden Hills, MN, no later than3:oo p.m.)i:Jn·the date oftne annual meeting or such ballots shall be void; ·,va�i-?·cie�; f 8l��\:a'se ?f •a yacancY dUridg the terrh.of ·a .• Bcfa'tcl' rhemb�r, .a majority.of '• . theremairiing Bbard memoersshall declare. a. vacancy ana �3' ppbirifa hew: memoer Who•. · shall �erv� U'nfil' the next annual meeting of the Karth Lalse lhiprbVethent District. A vacancy �hall exisfif ahy office followi·ng events occur: b�kth··df a'i3oa'rti member; . . lri�bilityto·#eri6rm ftieduties df a·soard member;· l=aiidr� of a· sciard member to attend at least eight (80% y percent of the meetirigs: d'r; ·Lbss 'cit City, r�sidehcy by a Board member or sale of q\i�'lifyihg property withinth�:Karth·L,ake Improvement District."· , .. . . · .. �. . Otgatdl�tib'n;'ThJ\·sbard (jf[)irettors Shall annually efebt b�e· member to serve as . chaitp'etst:>h. flie chairperson is respohsible tor the agenda oftne·me·etiiigs, presiding at•·· m�'etings,rnfn·utes-Of'rii'eetings, ahd_ tep'brts ahdtecom.rn'ena�fidns'fo the City.Couhdl. TheArden Hills o·perations and Maintenancebe11artmenf shall 'maintain all records of .. the Board'. ... :;'·•,•' . . Meeung�abd.Repdrts. The. Boafdof Directors shall hold atlea'st one annual meetihg.·The first aiihual meeting of the elected Board shall be held during the month of April ahd in eac:h_April thereafter unless changed by vote at an anhual meeting. The Board shall adopt Rules of Procedure for business and shall keep a public record 6f all motions, resolutions , findings, minutes and reports which shall b e in writing and a copy f orWarded fo tHe City Couhcil. i\ ___ . 7.0 Duties and Functions. The Karth Lake Improvement District Board of Directors shall serve in an advisory capacity to the Arden Hills City Council and shall make recommendations to the City Council regarding the following: A.The construction and operation of water control structures as approved by theCommissioner of Natural Resources. B.The construction of projects to change the course, current or cross-section of thewaters of Karth Lake. -.......... ----. ···-----C.The acquisition of property, equipment or other facilities as necessary to improvethe navigation of the waters of Karth Lake. D.The implementation ofresearch projects to determine the condition anddevelopment of the waters of Karth Lake and the waters which enter Karth Lake. E The development ahd implementation of a comprehensive plan to eliminatepollution of the waters of Karth Lake. F.The development and implementation of a comprehensive program to improveand conserve the waters of Karth Lake. G, The sources of funding for various projects proposed by the Board of Directors. H.An annual budget for the operation of the Karth Lake lrnprdvernent District. I.The maintenance of public beaches, docks, and other public facilities for accessto the waters of Karth Lake. J.The adoption of water surface use regulations for Karth Lake. K.The amendment of Bylaws for the Karth Lake Improvement District. 8.0 Amendments. Amendments to the Bylaws for the Karth Lake Improvement District shall be approved by a majority of the City Council. CITY OF ARDEN HILLS �- By: -,-;a""'�'e .... r-.1:=t-· �"'-'�"""k"""_ ""9s.._k....,i� .... -....,.a---y---o_,r ..... _ -=--=_---·=· -_'---""'-'--__ · ...... ------ Dated the 29th day of September, 2003. ATTEST: Page 1 of 2 AGENDA ITEM – 1C MEMORANDUM DATE: September 16, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Lake Johanna Speed Display Signs Budgeted Amount: Actual Amount: Funding Source: N/A $ 7,200 - $9,650 TBD For Council Consideration Staff is seeking City Council direction regarding potential purchase of speed display signs for Lake Johanna Boulevard (County State Aid Highway 149). Background The Public Works Department is investigating options to assist with concerns regarding speeding traffic along Lake Johanna Boulevard (Ramsey County State Aid Highway 149). Previous discussions in early 2019, including the June 10, 2019 City Council meeting, included the potential use of radar speed display signs to assist with controlling vehicle speeds along this roadway. Information available from the Minnesota Department of Transportation and the Federal Highway Administration indicates that radar speed display signs can have some beneficial impact on reducing speeds, but excessive use of these signs, particularly for an extended period of time at general roadway locations, can lead motorists to disregard the vehicle speed feedback information. Permanent mounted speed display signs are generally recommended in conjunction with school zones, construction work zones, or locations with significant changes in posted speed limits. Page 2 of 2 Based on this information, two options are being considered along Lake Johanna Boulevard should the City Council wish to pursue the use of radar speed display signs. Option 1: Purchase of a trailer mounted radar speed display sign. A program schedule could be developed to allow the City Council and/or staff to identify key locations within the City to deploy the trailer. This option would provide benefit to Lake Johanna Boulevard and other areas of concern throughout the year, while avoiding potential problems with long term disregard for the signs associated with permanent mounted feedback signs. Option 2: Purchase permanent mounted speed display signs. The City could purchase and install two pole mounted speed display signs for permanent installation along Lake Johanna Boulevard, with one sign installed in each direction at selected locations. If the City Council determines that a radar speed display device should be purchased, staff recommends that the device include the capability to record and log speed data. This data should be reviewed on a monthly basis, or location basis for trailer mounted applications, to determine and monitor average and 85th percentile speeds in relation to the posted speed limit. The data would assist in addressing resident concerns regarding the actual severity of speeding traffic at a given location. Staff is seeking direction from the City Council regarding the following items. 1. Should staff continue to investigate potential use of radar speed display signs along this County roadway? 2. If the Council supports the use of speed display signs on Lake Johanna Boulevard, would the Council support the purchase of a trailer mounted unit in lieu of permanent signs? Budget Impact Staff obtained price quotes for equipment associated with both options described above. Installation costs are a preliminary estimate at this time. The estimated total costs are summarized in the following table. Option Est. Equipment Cost Est. Installation Cost Estimated Total Cost Trailer Mounted Sign $7,200 $0 $7,200 Pole Mounted Signs (2) $7,050 $2,600 $9,650 Attachment None Page 1 of 2 AGENDA ITEM – 1D MEMORANDUM DATE: September 16, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Municipal State Aid Status Budgeted Amount: Actual Amount: Funding Source: $1.47 million $1.47 million State Aid Account For Council Consideration Staff requests an opportunity to review the municipal state aid funding process and fund balance availability for street improvement projects. Staff is seeking City Council direction regarding use of future construction funding allotments. Background The City of Arden Hills is allotted approximately $300,000 annually of construction aid for state aid road improvement projects. State statutes allow for cities to request and receive advances on this allotment dependent on MSA cash balances. If a city receives an advance, future annual allotments are used to repay the advance. The City last received an advance in 2015, and the final repayment of the advance was made with the 2019 allotment. As of 2019, our MSA construction account balance sits at a zero balance. The City now has the option to either continue to receive its annual allotment (the next one is due in 2020) or request an advancement of MSA construction funds (approximately $1.4 million). Below is more background on MSA, the City’s previous usage, and considerations for the Council moving forward. Cities with a population greater than 5,000 receive state funding assistance each year for construction and maintenance of local streets designated as municipal state aid routes. Funding comes from transportation related taxes, such as the state gas tax, and is distributed follow a Page 2 of 2 statutory formula. A total of $192 million was distributed statewide for the municipal state aid system in 2019. The City of Arden Hills received a total of $391,859 in annual allotment from the Municipal State Aid (“MSA”) program for 2019. This annual allotment is divided into two components each year. One component (75%), in the amount of $293,894, is available for construction of road improvement projects on state aid routes in Arden Hills. The second component (25%), in the amount of $97,965, is provided to the City to assist with the cost of maintaining city streets designated as municipal state aid routes. Cities can receive advances on the annual construction allotment, which are repaid as future annual construction allotments become available. These advances are similar to a loan repaid with future City revenue from the state aid program. Attachment A to this memorandum provides a summary of the City’s MSA construction fund balance from 2001 through 2019. The annual ending fund balance is provided in the right column. The fund balance peaked in 2014 with a balance of $1.5 million, and was then drawn down to a negative balance of -$774,250 in 2015, as the City initiated advances for three projects listed on the attachment. Since 2015, these advances were paid off with the annual construction allotment over the past four years. Therefore, the current construction fund balance is essentially zero, with the annual construction allotment for 2020 becoming available to the City for the remaining payment on one past project (Gateway Blvd) and for other projects. In 2018, the City began construction of the Old Snelling Trail and Watermain Project. When the project was awarded, the project funding plan assumed $1.47 million would be derived from MSA funds. However, construction funds were not available at that time, as described above, and a funding request was not submitted to the State Aid office to receive future construction allotment payments for the Old Snelling Trail and Watermain Project. This funding shortfall must be reconciled as the project is closed out. City staff requests an opportunity to discuss the current MSA construction fund balance and a recommendation for the City Council to authorize a request to the MnDOT State Aid Office for an advancement of $1.47 million in future construction allotment to reconcile the funding needed for the Old Snelling Trail and Watermain Project. This advancement would consume most, if not all, of the City’s annual MSA construction allotment through the year 2024. Budget Impact An advancement of $1.47 million from future annual construction allotments would provide necessary funding to reconcile the 2018 Old Snelling Trail and Watermain project. If an advancement is not received for this project, the City will continue to cover the project deficit with an internal funding source, which would then be repaid by the future construction allotments. While the limitations of the construction allotments do not preclude the City from further street projects, it does have an impact on cash flow which needs to be factored in during the Budget and Capital Improvement Plan process. Attachment Attachment A – MSA Construction Fund Summary MUNICIPAL STATE AID CONSTRUCTION FUND (75% of allocation) 25% of allocation goes to the General Fund for Maintenance. Construction Balance 2001 Ending Balance 603,046.46 2002 Allocation 204,447.00 807,493.46 2003 Allocation 189,863.00 997,356.46 187‐109‐001 Hamline to Lexington (709,805.80) 287,550.66 2004 Allocation 198,655.00 486,205.66 187‐020‐008 S Arden Hills to Thom Drive (return) 6,661.80 492,867.46 2005 Allocation 209,004.00 701,871.46 2006 Allocation 200,080.00 901,951.46 187‐020‐010 Victoria/CSAH 96 (327,588.81) 574,362.65 187‐105‐005 Lexington‐Grey Fox/Red Fox (225,000.00) 349,362.65 2007 Allocation 192,496.00 541,858.65 187‐020‐010 Victoria/CSAH 96 (6,770.71) 535,087.94 2008 Allocation 193,743.00 728,830.94 2009 Allocation 202,947.00 931,777.94 2010 Allocation 205,678.00 1,137,455.94 187‐020‐013 CP Rail System (296,957.91) 840,498.03 2011 Allocation 228,050.00 1,068,548.03 187‐020‐013 CP Rail System (119,547.45) 949,000.58 2012 Allocation 225,083.00 1,174,083.58 187‐109‐001 Hamline to Lexington (30,587.49) 1,143,496.09 2013 Allocation 229,124.00 1,372,620.09 187‐106‐002 Briar Knoll to CSAH 96 (105,166.90) 1,267,453.19 2014 Allocation 237,859.00 1,505,312.19 187‐106‐002 Briar Knoll to CSAH 96 (11,624.02) 1,493,688.17 187‐106‐003 CSAH 96 to Gateway Blvd (1,260,367.20) 233,320.97 2015 Allocation 258,675.00 491,995.97 187‐108‐001 35W Bridge (69,000.00) 422,995.97 187‐104‐003 CR E (CSAH 51) (37,714.07) 385,281.90 187‐020‐017 CR E to CSAH 51 (455,342.80) (70,060.90) Advance 187‐020‐016 Round Lake to CSAH 77 (CSAH 96) (79,537.14) (149,598.04) Advance 187‐108‐002 35W Bridge, Lake Valentine Rd (624,651.97) (774,250.01) Advance 2016 Allocation 264,361.00 (509,889.01) Pay down advance 2017 Allocation 264,124.00 (245,765.01) 187‐106‐003 CSAH 96 to Gateway Blvd (66,335.11) (312,100.12) 2018 Allocation 295,069.00 (17,031.12) 187‐104‐003 CR E (CSAH 51) (6,139.49) (23,170.61) 2019 Allocation 293,894.00 270,723.39 187‐020‐017 CR E to CSAH 51 (62,739.82) 207,983.57 187‐104‐003 CR E (CSAH 51) (13,998.57) 193,985.00 187‐106‐003 CSAH 96 to Gateway Blvd (193,985.00) 0.00 City is paid short on 187‐106‐003 CSAH 96 to Gateway Blvd 138,054.32 This will be received with 2020 allocation. City is in process of closing out two projects. Unsure if we are due funds or not. Based on original budget, City is due the following: 187‐020‐016 Round Lake to CSAH 77 (CSAH 96) 14,309.16 187‐108‐002 35W Bridge, Lake Valentine Rd 27,907.16 Paperwork is in the works for Old Snelling/Trail project. Budget shows MSA funds as follows: 187‐020‐021 CR E & Hwy 51 ramp to intersection 187‐020‐022 County Road E2 1,465,065.53 187‐020‐023 Old Highway 10 Page 1 of 3 AGENDA ITEM – 1E MEMORANDUM DATE: September 16, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Public Works Director/City Engineer Discussion Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A For Council Consideration The City has a vacancy for the Public Works Director/City Engineer position that is currently being filled by Todd Blomstrom of SEH. The Council’s intent was to hire SEH for a period of at least six months to evaluate how to move forward with the Public Works Director/City Engineer role. Todd was asked to provide a recommendation to the Council on his thoughts on the department and the role, Todd will be present at the meeting to discuss. Following discussion with Todd, it is believed the Public Works Director/City Engineer can be filled by one person, and it is not necessary to split the role. However, additional administrative assistance would benefit the department, that will be discussed separately. Assuming the Council is open to keeping the role combined, there are a few different options to consider: -Option 1: Re-post for the position and search for an FTE, the City could utilize a consultant to assist in finding the right candidate. -Option 2: Continue to fill the role with a consultant either continuing to utilize SEH or go out for other proposals with the intent of a longer-term contract in mind. Page 2 of 3 -Option 3: The Council could give direction to separate the roles into a Public Works Director and City Engineer, and either fill with two FTE’s or fill the director role with an FTE and contract for the City Engineer position. Todd’s performance thus far in the role has exceeded expectations, and it would be difficult to find a similarly qualified candidate to fill the role either as an FTE or a consultant. Retaining Todd would also benefit the department providing longer term consistency and leadership. Todd has expressed a strong interest in a longer-term contract with the City as an SEH employee. SEH is willing to extend the contract services, with Todd continuing to serve as the SEH on-site person for Arden Hills. SEH has offered to continue with the current monthly lump sum fee for 112 hours of SEH Interim Director services through January 31, 2020 as outlined in the Supplemental Letter Agreement. SEH has offered to continue to provide these services after January 31, 2020 for an amended monthly lump sum fee of $11,250 through January 2021, which is a three percent adjustment from the current 2019 fee. The offer by SEH to continue Public Works Director/City Engineer services for an additional year is not conditional on awarding future engineering project work to SEH. However, SEH provided two recommendations to improve long term coordination of engineering services. ▪ The City should consider development of an asset management plan to evaluate the condition of streets, water, sanitary sewer, drainage and park infrastructure, identify recommended improvement projects, and establish recommended project priorities. This plan would improve the City’s ability to develop cost effective and fiscally constrained capital improvement programs and predict the availability of funding sources. ▪ SEH recommends that the City continue to use the existing pool of consultants for various engineering projects and avoid sourcing all engineering work to one consulting firm. SEH does request that the City consider directly negotiating with them for the larger PMP projects to allow SEH to provide consistency in planning and delivery of complex projects and allow the City Engineer position to effectively manage project coordination and customer service issues throughout construction. The current agreement with SEH maintains flexibility should the City decide to hire an FTE in the future or wish to consider hiring a different consulting firm to fill the Public Works Director/City Engineer position. The existing professional services agreement can be terminated upon 30 days written notice. SEH has indicated they would assist with any future transition process if the City decides to change the currently arrangement for the Public Works Director/City Engineer position. For background, the Public Works Director/City Engineer job description is attached (see Attachment A) and below is a breakdown of the cost for an FTE Public Works Director/City Engineer and our current contract with SEH. Page 3 of 3 Full-Time Employee Short Elliot Hendrickson Difference Monthly Cost 12,981 10,920 2,061 Annual Cost 155,772 131,040 24,732 Public Works Director/City Engineer Cost Comp. Council should discuss and provide further direction on the Public Works Director vacancy; although a decision does not have to be made tonight, it is important to keep the discussion moving as a longer-term solution is still needed for the position. Attachments Attachment A: Public Works Director Job Description 1 CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Public Works Director/City Engineer Department: Public Works Accountable to: City Administrator Positions Supervised: Senior Engineering Technician, Public Works Superintendent, Recreation Coordinator Status: Regular Full Time February 2019 PRIMARY OBJECTIVES Performs complex professional work managing, planning, directing, supervising, and coordinating all activities of the Public Works Department, ensuring compliance with all applicable laws, rules, regulations, policies, and ordinances, applying engineering principles as they relate to municipal projects, representing and maintaining communication with all stakeholders, and related duties as apparent or assigned. Work involves setting policies and goals under the direction of the City Administrator. Departmental supervision is exercised over the Senior Engineering Technician, Public Works Superintendent, Recreation Coordinator. Limited oversight is exercised over the Recreation Planner and Public Works Maintenance Workers. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ESSENTIAL FUNCTIONS OF THE POSITION Develops long range plans for the Public Works Department. Ensures that department related feasibility and cost studies are presented to the City Administrator and City Council, in a timely fashion. Prepares and administers the annual departmental budget and Five-Year Capital Improvement Plan. Develops, plans, and recommends to the City Council other projects and purchases as appropriate or needed. Directs operations of the water, sewer, and surface water management divisions to ensure compliance with all applicable State and Federal health regulations, as well as meeting the present and future water and sewer needs of the City and its customers. Directs and supervises engineering personnel in the management of all projects in the City. Ensures compliance with applicable laws, regulations, rules, policies and ordinances. Manages and oversees policies, procedures and practices to ensure departmental safety and efficiency. Oversees issues relating to parks and recreation divisions, including parks uses, acquisition, development of facilities; and recreation program needs. Oversees forestry activities within the City and the diseased tree control program. 2 Represents the City on various boards and to various state, metropolitan and county agencies. Effectively communicate and write direction, rules, policies, reports, presentations, memos, and general correspondence. Attends all City Council meetings, and other meetings as appropriate. Responds to concerns, issues, and complaints from the general public, City Administrator, elected officials and regulatory agencies. EDUCATION and/or EXPERIENCE Bachelor's degree with coursework in civil engineering, or related field and considerable experience in engineering, public works, supervision, or equivalent combination of education and experience. Master’s degree and Minnesota local government experience preferred. KNOWLEDGE, SKILLS AND ABILITIES Comprehensive knowledge of the principles and practices of civil engineering; comprehensive knowledge of municipal public works and utilities administration, planning and design; ability to review and analyze plans and specifications for the construction of public facilities and public improvements; ability to formulate comprehensive operational policies and procedures; ability to prepare technical reports; ability to plan and supervise the work of a large staff; ability to establish and maintain effective working relationships with government officials, associates, consultants, contractors and the general public. Ability to communicate effectively with governing bodies, the public, and developers. PHYSICAL DEMANDS This work requires the occasional exertion of up to 25 pounds of force; work frequently standing, walking, sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work requires close vision, distance vision, ability to adjust focus, depth perception, color perception and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work occasionally requires wet, humid conditions (non- weather), working near moving mechanical parts, exposure to fumes or airborne particles, exposure to outdoor weather conditions, exposure to extreme cold (non-weather), exposure to extreme heat (non-weather), exposure to vibration and exposure to blood-borne pathogens and may be required to wear specialized personal protective equipment; work is generally in a loud noise location (e.g. grounds maintenance, heavy traffic). The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. SPECIAL REQUIREMENTS Professional Engineer, State of Minnesota. Valid Driver's License. Municipal State Aid System training. Budgeting experience. Capital Improvement Program experience. 3 SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. CITY OF ARDEN HILLS IS AN EQUAL OPPORTUNITY EMPLOYER ___________________________________________________________________ NON-DISCRIMINATION POLICY The City of Arden Hills does not discriminate on the basis of handicapped status in the admission or access to or treatment or employment in its programs and activities. __________________________________________________________________ Page 1 of 1 AGENDA ITEM – 1F MEMORANDUM DATE: September 16, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Public Works Administrative Assistant Discussion Budgeted Amount: Actual Amount: Funding Source: $91,000 $74,000 Salary Split For Council Consideration Council may provide direction or feedback on moving forward with a Public Works Administrative Assistant position. Background The staffing of Public Works is being reviewed in-conjunction with the discussion surrounding the Public Works Director/City Engineer discussion. With the input of the current interim Public Works Director/City Engineer, Public Works has a need for an administrative assistant position to assist the Public Works Department with day-to-day operations, this position would report to the Superintendent. Currently, all administrative functions fall to the Superintendent and Public Works Director/City Engineer. Especially during large projects, this can hinder the ability of staff to operate effectively. The new position would likely fall into a similar grade/step scale as our current Office Support Specialist (front desk) position (Grade 7, $22.70 to $28.76, these are 2020 budget numbers). This position would assist with: • Receive and respond to questions and requests for service from residents • Implement a work order system for the Public Works Department • Coordinate material orders and inventory • Implement and monitor training and safety program for the department • Coordinate MS4 Stormwater Permit data collection and recording • Prepare informational mailings and notices for Public Works activities • Document work load status and performance measure data Page 2 of 2 This was brought to the Personnel Committee on August 15, 2019, and they were supportive of moving this forward for discussion with the full Council. The Interim Public Works Director/City Engineer will be available at the work session to provide more insight and answer questions. If Council wants to move forward, staff will create a job description and bring back an authorization to post at a future meeting. Budget Impact This position will not have an adverse impact on the 2020 budget as there is a Public Works Working Foreman currently budgeted, but not filled. Staff believes that an administrative position would be more beneficial, and a working foreman would not be needed with current operations. The budget for the working foreman is $91,000 (including benefits), an administrative position with benefits is estimated to be $74,000, leading to an overall cost savings of approximately $17,000 ($7,700 in the General Fund and the rest across other funds). Attachment N/A Page 1 of 1 AGENDA ITEM – 1G MEMORANDUM DATE: TO: FROM: September 16, 2019 Honorable Mayor and City Councilmembers Dave Perrault, City Administrator SUBJECT: Council Tracker Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should provide further direction on items presented on the Council Request Tracker. Background City Council will receive a verbal update on items the Council has previously directed staff to research and/or bring forward. Discussion N/A Budget Impact N/A Attachments N/A